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1. Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 20 Save Add Button Click this button to save changes to the printer If adding the printer the button will read Add otherwise it will read Save Cancel Close Button Click this window to cancel changes to the printer or to close the window and continue Applications Tab 2 Print Audit 4 Administration De Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Applications Press Fi For Help Use this tab to add edit and delete applications for which you want to assign special tracking For example you could want to ignore all printing frorn Microsoft Outlook or other email programs TF Track only these applications Name Description Track Type EXCEL EXE MS Excel Do not track This tab allows you to add edit and delete applications Print Audit uses these applications to exclude or include jobs from being tracked For more information on how Print Audit uses applications see Table of Contents Print Audit 4 Administration Overview Application Tracking Overview To Set The Application Tracking Option 1 Click the Track only these applications checkbox If checked then Print Audit ignores printing from any application not in the list If cleared then
2. 1 Select the view you want to delete using the View dropdown box 2 Click the Delete View button A message box appears to confirm that you want to delete the view Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 40 3 Click the Yes button on the message box The message box closes and the view deletes from the list Custom Exports Overview Print Audit allows you to create as many custom export configurations as you want Once you create these configurations you can use them to put Print Audit s data into a format compatible with almost any program To create an export configuration 1 Click the Tools gt Export gt Configurations menu item The Export Configurations Window appears 2 Make the changes you want to the export configuration For more information on the export configuration fields and what they do see the Export Configurations Window below 3 Click the Save As button A message box appears asking you for the name for the new configuration 4 Enter the name of the new configuration 5 Click the OK button The message box closes and you are done To edit an export configuration 1 Click the Tools gt Export gt Configurations menu item The Export Configurations Window appears 2 Use the Configurations dropdown box to sele
3. www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 42 a Linefeed Character If you choose Custom then you can delimit the row with any type of character Append to Existing File If checked and the named output file exists this tells Print Audit to append the data to the end of the file If cleared Print Audit overwrites any existing data in the file Date Format This field allows you to define a custom date format for any dates in the export The date format follows the VBA date formatting characters In general m month d day y year For more information on date formats see Table of Contents Print Audit Viewer Overview Date Formats Date Format Preview Button Click this button to preview how your entered date format will affect the date Columns Tab 53 Print Audit Export Configurations RES Configuration deus 2 Help Output file C PROGRAM FILES PRINT AUDIT 4 VIEWER prtacct txt E Options Columns F Totals only on Project Code m e Remove Column Move Up Move Down Project Description User Network User OOOOOOL Totals Only If checked this tells Print Audit to run totals based on the column selected to the right This creates a file containing only the total for each job If it is clear no totals are calculated and all the detail rows are ex
4. 1 Set up your Print Audit silent installation configuration file and store it in a directory accessible to the installation program For more information on the configuration file see below The Print Audit installation program has an option to create the file for you We highly recommend you use it 2 Either on the command line or in a batch file execute the installation program followed by s followed by the full path to the configuration file If the silent configuration file is in the same directory as the installation program you do not need to enter the full path 3 Hit the Enter key or run the batch file Print Audit silently installs the program Silent Install Configuration File Format The silent install configuration file follows the same format as a standard Windows ini file A list of all elements of the file follows INSTALL This is the main section for the file Most keys are underneath this section It must be present MainDir This sets the root install directory for the software If this key is not present the install assumes a value of X Program Files Print Audit 4 where X is equal to your main system drive Group This sets the program group name where you want the Print Audit shortcuts to be setup Client You can set this key to either 0 or 1 A value of 1 means to install the component If this key is not present the install assumes a value of 0 Administrator You can set this key to either 0 or
5. Canada Page 53 You can display the information in this report in a text based report format only as there is no graph Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month User Use this parameter to enter the full or partial name of the user whose printer usage information you want to view The report displays all users who match the entered text If you enter nothing all users are included in the report PRINT JOB DETAIL FOR NETWORK USER This report provides detailed print job information for a network user across a date range The
6. Print Audit needs to do this so it can run properly Click OK to reboot the computer When the computer restarts the installation process should start from where it left off If not you need to restart the set up yourself When the installation is finished you will notice a new entry in your Start Menu called Print Audit 4 The Print Audit Client should run automatically when the computer restarts Installation Components There are several different components you can choose for installation Below is each component and the files it installs Print Audit Client psapi dll SYSTEM Only installed on NT pa4clint exe INSTALL client pa4popup dll INSTALL client pa4wtrak dll INSTALL client paclient40 hlp INSTALL help Viewer pa4view exe INSTALL viewer pa4view hlp INSTALL help Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 3 Administration pa4admin exe INSTALL admin pa4admin40 hlp INSTALL help pa4wizrd exe INSTALL admin pa4wizrd hlp INSTALL help pa4cmpct exe INSTALL admin Database pa4db mdw USER DEFINED Microsoft ADO 2 1 This installs both dcom95 exe and mdac_typ exe as needed For a full listing of the files installed with these executables please see Microsoft s website In some cases a machine may have partial ADO installed
7. Print Audit puts this header at the top of every page of the report Columns List This contains the list of all columns visible in the current search results If checked Print Audit prints the column Select All Button This button selects all of the columns in the list to print Deselect All Button This button clears all columns so none are printed Print Button Click this button to send the selected columns to the printer Preview Button Click this button to preview the column currently printing before it goes to the printer Close Button Click this button to close the printing window Date Formats This topic describes the format characters you can use when defining date formats for exporting data These characters are exactly the same as those you would use for standard VBA date formatting A subset of these characters appears below M Month 1 digit For example the month of March would appear as 3 MM Month 2 digit For example the month of March would appear as 03 MMM Month abbreviation For example the month of March would appear as Mar MMMM Month full For example the month of March would appear as March d Day Follows the same rules as the M character You can have d dd ddd dddd Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outsi
8. you would enter 200 Paper Types This table contains a list of all active paper types in the database To use this paper type for the configuration check the Use column for that paper type You can also override the Cost Modifier for each paper type for the configuration You do not have to specify paper types for a configuration Previous Button Click this button to move backwards through the list of configurations you added This list of configurations is only valid until you close the window This button is only available while adding configurations Next Button Click this button to change to move forward through the list of configurations you added Once you hit the end of the list the window is blank and you can add another configuration The list of configurations is only valid until you close the window This button is only available while adding configurations Save Add Button Click this button to save changes to the configuration If adding the configuration the button will read Add otherwise it will read Save Cancel Close Button Click this window to cancel changes to the configuration or to close the window and continue Printers Tab s Print Audit 4 Administration faa ol x File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Printers Press Fi For Help Use this tab to add edit and delete printers These printers matc
9. 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 10 Cancel Close Button Click this window to cancel changes to the user or to close the window and continue Validated Values Tab Print Audit 4 Administration File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Project Values Press Fi For Help Use this tab to add edit and delete values that users must assign to print jobs These values may be your Clients Departments Projects etc Search for Project li byCode C by Description Code Description Cost Modifier Is Active Big Project EN Small Project E Medium Project mM This tab allows you to search for add edit and delete values for your validated field The name of this field depends on the settings on the Popup Window Settings Tab If you do not want to use validated values on the client popup you do not have to do anything with this tab You must check the Use Validated checkbox on the Popup Window Settings Tab to enforce the validation For more information on how Print Audit uses the Validated Values see Table of Contents Print Audit 4 Administration Overview Custom Fields Overview To Add Values 1 Click the Add button The Value Edit window appears 2 Enter the information for the new value Click here for more information on the Value Edit window 3 Click the
10. Add button on the Value Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many users as you want to add 5 Click the Close button on the User Edit window to close the window The list of users refreshes To Edit Values 1 Type the partial or full code of the value you want to find in the Search text box The list of matching values displays in the grid below You can click either Code or Description depending on which type of search you want 2 Click on the row that corresponds to the value you want to edit OR 2 Use standard Windows CTRL and SHIFT clicking procedures to select multiple values Selected rows are highlighted Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 11 3 Click the Edit button The Value Edit window appears Some fields appear gray as you can only edit some fields for multiple values at once If the field you want to change is grayed you must edit the value singularly 4 Make the changes you want to make Click here for more information on the Value Edit Window 5 Click the Save button on the Value Edit window The window closes and the changes show in the grid To Delete Values 1 Type the partial or full code of the value you want to find in the Search text box The l
11. Depending on the desktop settings in the Administrator the icon may not be displayed OR 3 Use the Select Database window to select the appropriate database Contact your technical support people if you are not sure what this is The Select Database window appears only if you have not selected a valid database previously To shutdown the Print Audit Client 1 Double right click on the Print Audit Client icon in the Windows system tray The Client shuts down and the icon disappears from the tray Depending on the Client Settings in the Administration utility there may not be an icon in the tray and you may not be able to shut Print Audit down Contact your system administrator Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 59 Entering Print Job Information Print Audit 4 WARNING If you print this job only 10 pages will print Print any jobs over 10 pages to the high volume digital copier Cancel Printer P5 Diet Document Microsoft Word PrintAudit4Brochure doc Help PIN code Jr Project 200 Small Project zl EI Cormments Print Audit 4 is amazing Paper type Velum Batch size 1 The main function of the Print Audit Client is to allow you to enter your specific print job information whenever you print fr
12. Print Audit pops up for all applications not in the list and uses the specific settings for apps in the list To Add Applications 1 Click the Add button The Application Edit window appears 2 Enter the information for the application Click here for more information on the Application Edit window 3 Click the Add button on the Application Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many applications as you want to add 5 Click the Close button on the Application Edit window to close the window The list of applications refreshes To Edit Applications 1 Click on the row that corresponds to the application you want to edit 2 Click the Edit button The Application Edit window appears 3 Make the changes you want to make Click here for more information on the Application Edit Window Technical support can be obtained via the following e Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 21 4 Click the Save button on the Application Edit window The window closes and the changes show in the grid To Delete Applications 1 Click on the row that corresponds to the application you want to delete OR 1 Use standard Windows CTRL and SHIFT clicking procedures to select multiple applications Selected rows are highlighted 2 Click the Delet
13. Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 57 printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month Page Limit 1 2 and 3 Use this parameter to enter the page limit or job size of jobs you estimate could be redirected You can enter up to three different limits For example you could determine you would want to redirect all jobs over 10 pages to another printer You would enter 10 in the first page limit box and then enter your current estimated cost per page and the estimated cost per page if the job went to a lower cost printer You can enter up to three limits to get three different scenarios of redirection Estimated Cost Use this parameter to enter the estimated cost per page before redirection F
14. The User edit window appears Some fields appear gray as you can only edit some values for multiple users at once If the value you want to change is grayed you must edit the user singularly A Make the changes you want to make Click here for more information on the User Edit window 5 Click the Save button on the User Edit window The window closes and the changes show in the grid To Delete Users 1 Type the partial or full name of the user you want to find in the Search text box The list of matching users display in the grid below 2 Click on the row that corresponds to the user you want to delete OR 2 Use standard Windows CTRL and SHIFT clicking procedures to select multiple users Selected rows are highlighted 3 Click the Delete button A message box appears to confirm that you want to delete the users 4 Click the Yes button on the message box to delete the users Print Audit deletes the users NOTE You cannot delete users that have jobs in the database You must also always have one Administrator user Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 9 User Edit Window lie File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Users and Security Pre
15. and Security Tab of the Print Audit Administration tool You can add as many users as you want the only restriction is that PIN codes must be unique across users This functionality is ideal in situations where you have a shared workstation and windows login for printing but still want to track which users are printing what Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 26 Educational institutions and real estate offices are just two examples of environments in which this functionality would be useful Application Security Overview Print Audit implements two types of security Application level security and Print Job level security Print job security is implemented through user validation Click here for more information on user validation Application security requires the user to enter a valid PIN code before they can use the Administration or Viewer tools You can enter users in the Print Audit Wizard or on the Users and Security Tab of the Print Audit Administration tool You can add as many users as you want the only restriction is that PIN codes must be unique across users To turn on security for the Administration tool check the Administration requires PIN code option on the Users and Security tab of the Administration tool Once checked
16. and text a Date Parameters To use date parameters click the dropdown arrow to the right of the parameter to popup a small calendar You can use this calendar to select the date you are interested in a Numeric Parameters To use numeric parameters type the number you are interested in into the box You do not have to enter currency symbols but you do need to enter any decimal places a Text Parameters To use text parameters type the text you are interested in into the box You can enter partial text into the box and Print Audit uses that to match all possible values For example you can enter p into the Network User parameter for the Print Job Detail for Network User report to pull up the print job details for all users Watt whose network name starts with p AVAILABLE REPORTS The Print Audit Reporting tool currently provides you with eleven different reports Below is a list of all reports available along with a short description of what the report provides Click on the name of the report for detailed information including the available parameters Analysis Reports These reports provide the total number of pages and jobs printed from users or printed to printers a Network User Analysis This shows the total jobs and pages printed across a date range broken down by network users a Print Audit User Analysis This shows the total jobs and pages printed across a date range broken down by Print Audit user a Prin
17. any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 54 User Use this parameter to enter the full or partial name of the user whose detail information you want to view The report displays all users who match the entered text If you enter nothing all users are included in the report PRINT JOB DETAIL FOR PRINT AUDIT USER This report provides detailed print job information for a Print Audit user across a date range The information supplied in this report includes the printer name port code user defined fields pages or square feet and cost The costs are totaled at the end of the user s information Please note that this report can be extremely large if you do not use the parameters to limit the information returned This report is similar to the Printer Job Detail for Network User report the only difference being that this report breaks down the information using the Print Audit user rather than the Windows Networking login names Please note that if you do not require users to enter a PIN code on the Print Audit Popup window when printing jobs there will be no Print Audit user associated with a
18. depends on what was entered in the Print Audit Administration program Examples could be Client or Project You can enter either a code or a description of the value If Print Audit cannot find a match a search window appears which you can use to find the proper value This field appears on the window if the Use Validated Field option is checked in the Administration program Search Button This button appears to the right of the Validated Value field You can click this to validate the information you entered in that field If Print Audit cannot find a match or finds multiple matches a search window appears Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 60 User Defined Fields Depending on the Popup settings one or two fields can appear on the popup in the Administration program The names of these fields are customizable They are free form entry fields that must contain data Paper Type This field allows the user to select the type of paper used to print the job This field only appears if paper types are defined in the Administration program and if they are selected for the configuration used Cost This field contains the cost per unit of the job Print Audit displays the unit of measure used for the job to the right of this field D
19. detects the programs on the system By default Print Audit tracks plotting from any CAD program which uses Windows printer drivers for the printing However some programs such as AutoCAD support Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 32 plotting to their own proprietary plotting drivers such as ADI and HDI that Print Audit would not normally capture Below is a list of the CAD programs for which Print Audit has added extended support e AutoCAD R14 e AutoCAD 2000 and Later e AutoCAD LT Products e Microstation J AutoCAD R14 Plotting Overview Print Audit fully supports the capture of plot information from AutoCAD R14 We track plotting to the Windows system printers as well as AutoCAD custom ADI drivers No additional plug in is installed for AutoCAD R14 Print Audit does not re define the AutoCAD PLOT command so any custom PLOT commands you might define remain unaffected The plug in works with the AutoCAD Batch Plot Utility as well as any custom COM applications you may have written which plot through AutoCAD Plotter Matching When Using ADI Print Audit has additional support for printer matching when using CAD programs If you are not sure how Print Audit uses printers and configurations to help you manage your printing see Table
20. in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 12 Value Edit Window Els File Options Help Popup Window Users and Security Project Values Baper Types Printer Configurations Printers Applications Project Values Press Fi For Help Use this tab to add edit and delete values that users must assign to print jobs These values may be your Clients Departments Projects etc Search for Project byCode C by Description Description Medium Project 00 Close Cost modifier 100 4 This window allows you to edit and add values for the validated field A description of each of the buttons and fields follows For more information on Validated Values and how Print Audit 4 uses them see Table of Contents Print Audit 4 Administration Overview Custom Fields Overview Code This field contains the code for the value This code must be unique Description This field contains the description of the value This description can be anything Active This checkbox determines whether or not the value is active If not active the user cannot select it on the Print Audit Popup window Cost Modifier This contains the cost modifier percentage for the value You use this to dynamically adjust the base cost of the current print job For example you could have a value with a code of 9999 that corresponds to an internal account for zero cost pri
21. information supplied in this report includes the printer name port code user defined fields pages or square feet and cost The costs are totalled at the end of the user s information Please note that this report can be extremely large if you do not use the parameters to limit the information returned This report is similar to the Print Job Detail for Print Audit User report the only difference being that this report breaks down the information using the Windows Networking login name rather than Print Audit s own internal user names You can display the information in this report only in a text based format There is no graph available Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include
22. menu item The view resets to the default view OR 1 Reselect the view if any that you are currently in If you have not saved the view since you hid the columns you will revert to the old view To change the width of a column 1 Move the mouse to the right edge of the header for the column you want to resize The cursor will change to a re size cursor when you are in the right spot 2 Hold down the left mouse button and move the mouse right to make the column larger left to make it smaller An outline draws to show you the new column size 3 Release the mouse button when the column is the size you want The column resizes Saving Changing and Deleting Views Below are instructions for managing your views For general information on views see Table of Contents Print Audit 4 Viewer Overview Customizing Your View To save the current view 1 Click the Save View button If it is a new view a message box appears asking you for the name of the view Otherwise you are done To select a view 1 Click the View dropdown combo box A list of all of your saved views appears 2 Click the view you want to switch to The columns reset to that view To copy a view 1 Select the view you want to copy using the View dropdown box 2 Click the Save View As button A message box appears asking for the name of the new view 3 Enter the name of the new view 4 Click the OK button The window closes and your new view displays To delete a view
23. of Contents Print Audit 4 Administration Overview Printer management Overview Printer Management Below are some scenarios that affect how Print Audit matches its own Printers with your physical plotters ADI Driver Bound to a Network Port If you set up your ADI driver to bind to a network printer for its port the printer matching in Print Audit works the same as it does if you are using a Windows printer This is the normal way to set up ADI drivers as it allows you to have the output from the ADI driver go directly to the plotter ADI Driver Bound to a Local Port You can also set up your ADI driver to bind to a local port like LPT1 or COMI Generally you would only do this if you only plotted to file with your ADI driver and then had some other process that took the raw file and dumped it to the plotter There are two different ways you can use printer matching in this scenario 1 You can enter the name of the local port in the Port field for the printer on the Printer Edit Window For example you would enter COMI as the Port value on the edit window Print Audit would then search for that port in your Print Audit Printers list and match successfully If you have several different ADI plotters which you have bound to the same local port and you want to have different pricing configurations for that plotter this method may not be effective 2 You can enter the plotter model name in the Port field for the printer on the Printer Edit W
24. or a batch file For example this allows you to run a process every 24 hours that takes the most recent data and dumps it already formatted to some flat file from which your accounting program can import it automatically For more information on exporting see Exporting Print Jobs To export for accounting in the Viewer 1 Click the Tools gt Export gt Run Accounting menu The Choose Export Configuration window appears 2 Use the Configuration dropdown box to choose the configuration you want to use for the export 3 Click the Export button All non accounted rows are exported to the file specified in the export configuration To export for accounting from the command line 1 Type the following into a command prompt separate each parameter with a space X PATH paviewer exe a lt config name gt lt pin code gt Where X PATH corresponds to the installed directory of the viewer executable Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 44 lt config name gt Corresponds to the configuration name to use for the accounting run Must be entered lt pincode gt Corresponds to a PIN code for someone who has all data access to the viewer Not needed if the viewer is not secured NOTE if there are spaces in the path pin code or conf
25. plug in Only use this key if Print Audit has problems installing the Microstation plug in automatically For example the default path to the Microstation executable ustation exe is X Bentley Program Microstation where X is the drive where you installed Microstation J DATABASE This section contains all database configuration information DBPath This key contains the path to the database If not present the install assumes a path equal to the root of the main installation directory If you specified the Database key in the INSTALL section then the install installs the database to this path and file name If you did not specify the Database key then the install only saves this record in the registry as the default path to the Print Audit database Configuration File Example REM Installs all files Assumes ADO is proper version and a Print Audit database already exists and we do not want to REM force install the Microstation plug in INSTALL MainDir C Program Files Print Audit 4 Client 1 Administrator 1 Viewer 1 Reporter 1 AutoRun 1 DATABASE DBPath c temp printaudit mdb CAD Plot Tracking Overview Print Audit 4 includes new features that enhance the capture of plotting information from the most popular CAD programs Generally the new features are in the form of plug ins written specifically for a CAD program to interface with Print Audit and are installed automatically if the Print Audit installation program
26. that corresponds to the paper type you want to delete OR 1 Use standard Windows CTRL and SHIFT clicking procedures to select multiple values Selected rows are highlighted 2 Click the Delete button A message box appears to confirm that you want to delete the paper types 3 Click the Yes button on the message box to delete the paper types Print Audit deletes the paper types Technical support can be obtained via the following e Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 14 To Change the Display Order 1 Click on the row that corresponds to the paper type for which you want to change the display order 2 Click the Move Up or Move Down button The paper type moves up or down in the list The order the paper types are in corresponds to the order in which they display to the user on the Print Audit Popup window Paper Type Edit Window JI File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Paper Types Press Fi For Help Use this tab to define paper types your users can select from on the Popup window pam of paper types could be Mylar or vellum Assign them to Printer Configurations on that tal T Default Save Close Move Up Move Down Add Edit Loading paper type This w
27. to your printers across a date range You can use this report to determine where most of the printing in your organization is going Using this information you could get rid of printers with little or no traffic and educate users to send jobs to your lower cost printers You can display the information in this report in either a text based report format or in a bar chart Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 52 printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the en
28. use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month Printer Use this parameter to enter the full or partial name of the printer of which detail information you want to view The report displays all printers which match the entered text If you enter nothing all printers are included in the report PRINT JOB DETAIL FOR VALIDATED FIELD This report provides detailed print job information charged to a code across a date range The information supplied in this report includes printer name port network user user defined fields pages or square feet and cost The costs are totaled at the end of the codes information Please note that this report can be extremely large if you do not use the parameters to limit the information returned The name of the Validated field depends on the name you entered in the Administrator If you are not using the Validated field feature you do not need this report You can display the information in this report only in a text based format There is no graph available Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For examp
29. you enter as parameters a Return on Investment Cost Recovery This shows the potential cost recovery from your printing across a date range You can enter up to three estimated percentages and associated costs O Return on Investment Redirection This shows the potential cost recovery from redirecting your jobs to different printers across a date range You can enter up to three different job sizes for redirection as well as estimated cost values for redirected versus non redirected jobs NETWORK USER ANALYSIS REPORT This report provides the total number of jobs and pages network users printed across a date range You can use this report to determine who the most frequent printers in your organization are which allows you to either have them reduce the amount of printing they are doing or educate them to use lower cost print devices This report is similar to the Print Audit User Analysis report the only difference being that this report breaks down the information using the Windows Networking login name rather than Print Audit s own internal user names You can display the information in this report in either a text based report format or in a bar chart Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you u
30. 1 A value of 1 means to install the component If this key is not present the install assumes a value of 0 Viewer You can set this key to either 0 or 1 A value of 1 means to install the component If this key is not present the install assumes a value of 0 Reporter You can set this key to either 0 or 1 A value of 1 means to install the component If this key is not present he install assumes a value of 0 Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 31 AutoRun You can set this key to either 0 or 1 A value of 1 means to run the Print Audit Client when Windows starts Please note that the client component must be installed for this to work If this key is not present the install assumes a value of 0 Uninstall You can set this key to either 0 or 1 A value of 1 means that the installer includes uninstall information on the system when installing A value of 0 means that no uninstall information is put on the computer If there is no un install information there is no clean way to remove Print Audit from the system If this key is not present the install assumes a value of 1 Micropath You can set this key to the path to your Microstation J executable This forces the installation program to install and configure the Microstation
31. 85 4932 Canada Page 37 2 Click the Search button to the right of the box to validate the information If the text turns black you have selected the value so proceed to step 5 3 On the Search window click on the grid row containing the value you want If no rows appear on the window then no matches were found Use the search window to find the value you want 4 Click the Select button to select the value and close the window OR 4 Click the Cancel button to return to the main Viewer window 5 Click the Results button to display any print jobs matching the value To search on a specific printer or port 1 Type the full or partial name of the printer for which you want to find jobs in the Printer box OR 1 Type the full or partial port of the printer for which you want to find jobs in the Printer box 2 Click the Results button to display print jobs matching the printer To search for a value in a user defined field 1 Type the full or partial value you want to search for in one of the user defined field boxes These fields are named differently depending on your administration settings 2 Click the Results button to display print jobs containing the user defined value To search on a specific network user 1 Type the full or partial name of the network user for which you want to find jobs in the Network User box 2 Click the Results button to display print jobs matching the selected network user To search for a specific da
32. AD LT family of products only when printing to Windows system printers The AutoCAD LT family of products do not support plug ins so at this time we cannot get ADI or HDI printing Microstation J Plotting Print Audit fully supports the capture of plot information from Microstation J We track plotting to the standard PRINTER PLT Microstation plotter which uses the current Windows system printer as well as plotting using any of the other Microstation custom plotter drivers Print Audit supports plot tracking from Microstation plotter drivers through the use of a Microstation MDL plug in that interfaces with our standard library of Print Audit functions Print Audit automatically detects if you have Microstation J installed and installs the plug in files and configures Microstation to automatically load the plug in for you Please note that you cannot plot using Microstation if the plug in is installed and the Print Audit client is not running Plotter Matching When Using Microstation Plot Drivers Print Audit has additional support for printer matching when using CAD programs If you are not sure how Print Audit uses printers and configurations to help you manage your printing see Table Of Contents Print Audit 4 Administration Overview Printer Management Below are some scenarios that can affect how Print Audit matches its own Printers with your physical printers PRINTER PLT If you use the Microstation PRINTER PLT plotter driver Print Aud
33. EE 18 Printer Edit Window decirles 20 Applications Tabla A a E EA ds 21 Application Edit Window 0 cccccecsescesesseeeseesecseeeceeseceaeeaeeseesaeecesaecaaeeneeaeceaeeaeeeceaeeaeeeneeaes 22 User EE 23 User Secur eessen Ener ana 23 IS le 23 Veer Quotas sins Ric connin O 23 Custom Fields Overview cnn cn conoci cnn anno R a 23 Paper Lypes EE 24 Licensing OVEVI Wii ini 24 Printing Costs OVerVieW erreen d e a aa e da a a aoaaa aea a fai a aeaiaioe 24 Example ONE ne eatae a boo datas a e Taa a E RASE 25 Example TWO se aeoe aletas 26 Validated Valdes OVVIE Witt ed er 26 User Security Overview cccccccesccssscsssceescesecescecsaecsaecnaecesecesecnseeseeeenseseseeeseeeseecsaecsaecnseeeseenaeengs 26 Application Security Uverview nono nnnn cnn cnc roca n nro ncn arc nn rra ncnnns 27 Q otas OVETVIE W cicdvicccsssseyveesayseactistevs eea AR EE AATE AR oni desus aaa Reasons Besauots baat oredeeaa ets aS 27 Application Tracking Overview nono conc nc nono nn crac 27 Example ODE meiren ES Seege 28 Example Kreess a A a See 28 Printer Configurations Overview ccccecscesssesseesseesseceseceseceseceecseeeeeceseceeeseeeseecaeecaecnseensesneteags 28 Tracking Options Overview geegent da E AR aes 29 Purging Print Jobsa aa aaae E a E A E E E EA a ee E 29 Compacting the Database E 30 NA 31 Silent Install Configuration File Fomat 31 Configuration File Example ii Seege eege sawed ovens E kage eee es 32 CAD Plot Tracking Overview cnn ronn
34. File View Tools Help Criteria Username IT Pe sf EN Results Printer or Port I Network user a Colapse Comments User Two From date a 21072001 hd To date 31 10 2001 hd View z I Calculate totals Save Gaver Die Project 8 Code Project Description Network User Computer Grand Total for 100 S Grand Total for 200 E Subtotal for pages 200 Small Project Mojo ibm JOHNMACI WINWORD EXE HP5 Direct Small Project Jacob ibm JOHNMACI ACAD EXE test2 Small Project Admin _ ibm JOHNMACI WFVW32 EXE HPS Direct Small Project Mojo ibm JOHNMACI IEXPLORE EXE Lexmark 205 Small Project Mojo ibm JOHNMACI NLNOTES EXE Lexmark 205 Small Project Admin JOHNMACI IEXPLORE EXE Lexmark 205 Small Project JOHNMACI IEXPLORE EXE Lexmark 205 Small Project JOHNMACI NLNOTES EXE Lexmark 205 Grand Total for 300 E Found 12 matching print jobs Print Audit 4 Viewer gives you access to your printing data You can use it to view the information export the information in virtually any type of flat file format as well as to do a quick print of the data in tabular format The Viewer also allows you to export the information for accounting purposes Print Audit keeps track of the jobs that have previously been exported for accounting so you can be sure that all data is captured once and once only Below is a list of all the main functions sup
35. In this case Print Audit 4 will detect the partial install and not re install ADO Print Audit 4 might not work with a partial install If it does not work run the mdac_typ exe file directly from the install CD Print Audit 4 will install Jet40Sp3_Comp exe if needed This contains the Microsoft Jet components for accessing the Microsoft Access database These are installed automatically by the ADO 2 1 install but if your system has ADO 2 6 or above installed Print Audit may need to install the Jet components separately Always Installed The following files are always installed 1f either the Client Administration tool or Viewer are installed oleaut32 dll 2 40 4277 SYSTEM olepro32 dll 5 0 4277 SYSTEM asycfilt dll 2 40 4277 SYSTEM stdole2 tlb 2 40 4277 SYSTEM msvbvm60 dll 6 00 8877 SYSTEM comcat dll 4 71 SYSTEM mscomctl ocx 6 00 8862 SYSTEM mscomct2 ocx 6 00 8804 SYSTEM vsflex7 ocx 7 0 0 131 SYSTEM vsview6 0cx 6 0 0 61 SYSTEM roboex32 dll 8 00 133 SYSTEM pa4data dll INSTALL common Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 4 Microstation Plug in If Print Audit detects that Bentley s Microstation J is installed on your system Print Audit installs the following files paudit ma INSTALL client plugins microJ pa4mtrak dll INSTALL clie
36. RVIEW oooocccccconnonccnonnocccnannonccnonacccnnnnacccnonocccnannoccconosacccnnns 49 Viewing and Printing a Report Overview cccccsccssecssceseceeeeeeeeeeneeeseeescecseeesaecssecaeenseenaeenseeeas 49 Prepared Fora id dias 49 Reporting Parameters a 50 Available Reports ere eessen eh Ee Ee Eeer 50 EK e EE 50 Detail R Cp Ort it sce eege See Deed cash Beaute Sa a 51 RRE CEET 51 Network User Analysis Report 51 Available EEN 51 Print Audit User Analysis Report 52 Avallable ParamMeters EE 52 Printer Analysis Report 52 Availabl Parameters aset tse si TCS 52 Printer Totals by Network Usei nerin teeta geste E died sienna ion deeg 53 Available Parameter iann AA Aaa AANA AANA AERA AA ARANAN AAAA REAA R 53 Printer Totals by Print Audit User 53 Available Parameters cccccccccccssscccecssscesecssscececessececsssseccesssseccessssescesssseeeesssseeeeseseeeesenaes 54 Print Job Detail for Network User 54 Available Parameters egene gege eee Jeske E oe TS 54 Print Job Detail for Print Audit User 55 Available Parameters nea riscdes 55 Print Job Detal ee EE 55 Available Para Mets it Ed ates ee bases tel EE 56 Print Job Detail for Validated Feld 56 Available Parameter enean E EE E sea daa adas 56 Return on Investment Cost Recovery Renort cono nonnccon conocio co noconncnnocns Ka Available Parameter EE 57 Return on Investment Redirection Report 57 Available Parameters atiem A N 57 PRINT AUDIT 4 CLIENT OVERVIEW cccccsc
37. a 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 41 Output File This field contains the path and name of the file you want the export to go to File Browse Button Click this button to open a standard Windows save dialog box Use this box to choose the path and enter the name of the output file Save Button Click this button to save the changes to the current configuration Close Button Close the Export Configurations window Options Tab Configuracion Hp Output file C PROGRAM FILES PRINT AUDIT 4 VIEWER prtacct txt E Options Columns Delimited output Fixed width output r Delimited Options Field delimiter T Add on row stat I Add on row end Enclose strings in quotes T Output column name row Row delimiter type CR andLF i I Append to existing file Date format MMM dd yyyy hh mm ss E Delimited Option Click this option to have the export use a delimiter that you define to separate fields in a row of output The most common type of delimiter is a comma Most programs can import comma delimited files Fixed Width Option Click this option to have the export use a fixed width for each column to separate the fields in a row of output For example for a fixed width export you can set a column to be 10 characters Even if there are only 5 characters in the data the field will be padded out to 10 characters Field Delimiter Delimited Only Thi
38. age in the report 6 Click the Print button or the Preview button to print or print preview the information The printer dialog window appears 7 Use this dialog to select the printer and any page size you want to use 8 Click the OK button to print the information If the columns are too wide to fit on the page selected Print Audit asks you if you want to resize the columns to fit If you choose Yes Print Audit resizes the columns to fit on one page width This can cause distortion in the printing information You may have to allow the columns to span pages or choose not to print some of the columns Exporting Print Jobs Print Audit allows you to export your print job information in virtually any format you need You can set up these custom exports and save them Once they are created you can use them to export the data at any time The data can then be imported into any program to further massage the data for accounting purposes or whatever Customizing Your View Once you search for print jobs you can view the information and sort sub total on several different fields You can hide columns change the order of the columns as well as change the size of the columns Once you have the data in the configuration you want you can save that view to use any time you want You can save as many views as you want Setting Up the View Below are instructions for configuring your view of the data For general information on views see Customizing Yo
39. an the Windows Networking login names Please note that if you do not require users to enter PIN code on the Print Audit Popup window when printing jobs there will be no Print Audit user associated with a job Print jobs without a Print Audit user associated with them show up as Unknown on the report You can display the information in this report in either a text based report format or in a bar chart Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month PRINTER ANALYSIS REPORT This report provides the total number of jobs and pages printed
40. ancel the search and return to the main window Print Job Columns Below is a list of all the columns Print Audit returns when searching for print jobs All of these columns are available for both printing and exporting The columns are listed in their default left to right order Value Code This column contains the code of the validated field value The full name of this column depends on what you named the validated field This column contains unknown if the job was tracked without a popup or if you chose not to use the validated field Value Description This column contains the description of the validated field value The full name of this column depends on what you named the validated field This Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 45 column contains unknown if the job was tracked without a popup or if you chose not to use the validated field User This column contains the name of the Print Audit user who printed the job This column contains unknown if the job was tracked without a popup or if you chose not to use the validated field Network User This column contains the windows network login name of the user who printed the job This column contains unknown if there was no network present Comp
41. atermarking to print jobs In these cases Print Audit correctly determines that two print jobs have been done one from the application you are printing from and one from the driver You can add the driver executable name to the list and have Print Audit ignore any jobs coming from the driver To add and edit applications use the Applications Tab and the Application Edit Window Some examples of how you can use this functionality are listed below Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 27 Example One For example if you want to track printing from Outlook but you do not want the Print Audit Popup to appear every time someone prints their email you could add OUTLOOK EXE to the application list and set its tracking option to Track with no popup Example Two If you want to have the popup come up when your users are printing from Microsoft Word but you do not care about printing from any other apps you would check the Track only these applications box on the Applications Tab and add the process WINWORD EXE to the list with the Track with Popup option set NOTE Any tracking options you set for applications override the printer configuration tracking options For more information Table of Contents Print Audit 4 Administration Overvi
42. ations 1 Click the Add button The Printer Configuration Edit window appears 2 Enter the information for the new printer configuration Click here for more information on the Printer Configuration Edit window 3 Click the Add button on the Printer Configuration Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many printer configurations as you want to add 5 Click the Close button on the Printer Configuration Edit window to close the window The list of configurations refreshes To Edit Printer Configurations 1 Click on the row that corresponds to the configuration you want to edit 2 Click the Edit button The Printer Configuration Edit window appears 3 Make the changes you want to make Click here for more information on the Printer Configuration Edit Window 4 Click the Save button on the Printer Configuration Edit window The window closes and the changes show in the grid Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 16 To Delete Printer Configurations 1 Click on the row that corresponds to the printer configuration you want to delete OR 1 Use standard Windows CTRL and SHIFT clicking procedures to select multiple configurations Selected rows are highlighted 2 Click the Delete butto
43. ay have written which plot through AutoCAD Plotter Matching When Using HDI Print Audit has additional support for printer matching when using CAD programs If you are not sure how Print Audit uses printers and configurations to help you manage your printing see Table of Contents Print Audit 4 Administration Overview Printer Management Overview Below are some scenarios that can affect how Print Audit matches its own Printers with your physical printers HDI Driver Bound to a Network Port If you set up your HDI driver to bind to a network printer for its port the printer matching in Print Audit works the same as it does if you are using a Windows printer This is the normal way to set up HDI drivers as it allows you to have the output from the HDI driver go directly to the plotter HDI Driver Bound to a Local Port You can also set up your HDI driver to bind to a local port like LPT1 or COMI Generally you would only do this if you only plotted to file with your HDI driver and then had some other process that took the raw file and dumped it to the plotter There are two different ways you can use printer matching in this scenario 1 You can enter the name of the local port in the Port field for the printer on the Printer Edit Window For example you would enter COM as the Port value on the edit window Print Audit would then search for that port in your Print Audit Printers list and match successfully If you have several different HDI p
44. ble to use the Administration tool If the checkbox is clear anyone can use the Administration tool OR 1 Click the Viewer requires PIN code checkbox to require a PIN code to enter the Viewer tool A user must have some level of Viewer privileges to be able to use the Viewer tool For more information on users and security levels see Table of Contents Print Audit 4 Administration Overview User Overview Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 8 To add users 1 Click the Add button The User Edit window appears 2 Enter the information for the new user Click here for more information on the User Edit window 3 Click the Add button on the User Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many users as you want to add 5 Click the Close button on the User Edit window to close the window The list of users refreshes To Edit Users 1 Type the partial or full name of the user you want to find in the Search text box The list of matching users displays in the grid below 2 Click on the row that corresponds to the user you want to edit OR 2 Use standard Windows CTRL and SHIFT clicking procedures to select multiple users Selected rows are highlighted 3 Click the Edit button
45. bles directly The account name is PAReadOnly The default password for this account is password We highly recommend that you change this password as soon as possible as users can use it to bypass some of the security measures in Print Audit You can change the password using Microsoft Access or using the Administration tool To change the read only account password in the Administrator 1 Click the Options gt Set Read only DB Password menu option The Change Password dialog box appears 2 Enter the current password of the read only account 3 Enter the new password in the New box 4 Re enter the same password in the Confirm box 5 Click the OK button The Change Password dialog closes and a confirmation message displays The read only account provides read access to the following tables e tblApplications Contains the list of applications as defined on the e tblPrintJobs Contains all of the print job data e tblUsers Contains a list of the users as defined on the Users tab Please note that the PIN code is encrypted for extra security e tblValidated Values Contains a list of the values in your validated field Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 36 PRINT AUDIT 4 VIEWER OVERVIEW sf Print Audit 4 Viewer sx
46. ct the configuration you want to change 3 Make the changes you want to the configuration For more information on the export configuration fields and what they do see the Export Configurations Window 4 Click the Apply button The changes save and you are done To delete an export configuration 1 Click the Tools gt Export gt Configurations menu item The Export Configurations Window appears 2 Use the Configurations dropdown box to select the configuration you want to delete 3 Click the Delete button A message box appears asking you to confirm you want to delete the configuration 4 Click the Yes button on the message box The configuration deletes and you are done Export Configurations Window This window allows you to create modify and delete export configurations These configurations are then used to format data for exporting For more information on exporting see Table of Contents Print Audit 4 Viewer Overview Exporting Print Jobs Configuration Use this drop down box to select the configuration you want to edit The list is the list of all configurations you have previously created Save As Button Use this button to create a copy of the currently selected configuration Delete Button Use this button to delete the currently selected configuration Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North Americ
47. de of North America 403 685 4932 Canada Page 47 y Year character You would use yy for a two digit year or yyyy for a full four digit year h Hour character Use hh for a two digit hour m Minute character Use mm for two digit minutes s Second character Use ss for two digit seconds AM PM Use this combination to indicate you want to use a twelve hour clock otherwise a 24 hour clock is assumed Other characters will appear as themselves Here s an example of how date formats would affect January 15 2001 at 10 30 PM MM dd yy hh mm ss would appear as 01 15 01 22 30 00 MMM dd yyyy would appear as Jan 15 2001 dddd MMMM dd yyyy hh mm AM PM would appear as Monday January 15 2001 10 30 PM Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 48 PRINT AUDIT 4 REPORTER OVERVIEW Welcome to the Print Audit Reporting tool This tool provides you with several canned reports that you can view and print The information in the reports ranges from simple detail records of any print jobs printed to sophisticated return on investment reports You can enter parameters for each report to narrow your focus to the data you truly need As well you can display some of the reports as graphs You can print or view these gra
48. dit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 15 another type The list of types is only valid until you close the window This button is only available while adding paper types Save Add Button Click this button to save changes to the paper type If adding the paper type the button will read Add otherwise it will read Save Cancel Close Button Click this window to cancel changes to the paper type or to close the window and continue Printer Configurations Tab s Print Audit 4 Administration File Options Help Popup Window Users and Security Project Values Paper Types Pinter Configurations Printers Applications Printer Configurations Press Fi For Help Use this tab to add edit and delete printer configurations Print Audit uses these configurations to define costs and tracking options for a printer or group of printers Units Unit Cost Max Pages Pages Pages Pages Silent Tracking Track only Pages This tab allows you to add edit and delete printer configurations Print Audit automatically creates one configuration for you If you do not need different pricing configurations for different printers you do not need to use this tab For more information on how Print Audit 4 uses these configurations see Table of Contents Print Audit 4 Administration overview Printer Management Overview To Add Printer Configur
49. dl gt i Auditing Software PRINT AUDIT 4 Is THE MOST POWERFUL PRINT MANAGEMENT TOOL AVAILABLE TRACKIMN PP Ae T Complete Pie Management SOLLLOW USER MANUAL Table of Contents WELCOME TO PRINT AUDIT AD icssssscvsssosscesssovsoerssnsesesssvsneneasonssesesvonseasssensosssbsnssvasonssessavdssuavane 1 WHAT S NEW IN PRINT AUDIT E KE 1 New Features dt rita cas 1 Notes Tor Up eraders EE 2 PRINT AUDIT 4 INSTALLATION INSTRUCTIONS ooocccncconoccnnnconononnononsonocconccconcnooononsonocononons 3 Rem Focal aen Enge Dee eege e et 3 Installation Component ge ren bl 3 Print Audit Client EE 3 MI a o oa es elo EEN 3 Administration KEE ae eE e EEE date EE aE duces E EE ee 4 RE EE 4 Microsoft ADO 2a occa tacks Ses sevssdaxbutes leen 4 Always Torsten eene See a 4 Microstation TE EE 5 Database Selec iii ea hen eer EE r E E a e A eE eE E aE Ra 5 HowTo UnInstaller it cti 5 PRINT AUDIT 4 ADMINISTRATION OVERVIEW A cccccsssssscssssssccssssssccesssssscsssssssssssscssees 6 Popup Window Settings Tab 6 Validation Settnggzgergiegeehe erer EES Ee Eege eege 6 EHS SEI OS cic Fae sata RN 7 Batch EE 7 User Defined AAA a T a E T a E S 8 Users and Security Lati aa a a aa aae a aane iat atots 8 User Edit Window EE 10 Validated Values Dab E 11 Value Edit M EE 13 Paper Types Ta E 14 Paper Type Edit Wind Witt serena ha Saa e EE 15 Printer Configurations Tab 16 Printer Configuration Edit Wmdouw conoci nn nn encarnan 17 Prmter
50. e button A message box appears to confirm that you want to delete the applications 3 Click the Yes button on the message box to delete the applications Print Audit deletes the applications Application Edit Window GER File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Applications Press Fi For Help Use this tab to add edit and delete applications for which you want to assign special tracking For example you could want to ignore all printing from Microsoft Outlook or other email programs TF Track only these applications Name Ki Description MS Excel A Track type Do not track You use this window to add and edit Print Audit applications For more information on Print Audit Applications see Table of Contents Print Audit 4 Administration Overview Application Tracking Overview Name This is the file name of the executable for the application You must include the extension for the file but DO NOT INCLUDE THE PATH Name Browse Button You can click this button to bring up a standard file browsing dialog to find the file for the application you want to add Description This field contains a free format description of the application You might want to enter a meaningful description of the file here Track type This combo box contains the track type options for applications You can pick from three types T
51. e calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month User Use this parameter to enter the full or partial name of the network user whose printer usage information you want to view The report displays all network users who match the entered text If you enter nothing all users are included in the report PRINTER TOTALS BY PRINT AUDIT USER This report provides the total number of jobs and pages printed to your printers across a date range broken down by Print Audit user You can use this report to determine which printers a Print Audit user uses for most of their printing This report is similar to the Printer Totals by Network User report the only difference being that this report breaks down the information using the Print Audit user rather than the Windows Networking login names Please note that if you do not require users to enter PIN code on the Print Audit Popup window when printing jobs there will be no Print Audit user associated with a job Print jobs without a Print Audit user associated with them show up as Unknown on the report Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932
52. e rows indicate the left right order of the data columns in the export Move Down Button Click this button to move the selected row down in the list The order of the rows indicates the left right order of the data columns in the export Exporting Search Results Print Audit allows you to use custom export configurations to format data from the Print Audit database to a flat file One way to export is to export the current search results in the grid Please note that Print Audit ignores the any view configuration you have set instead it uses only the export configuration For more information on exporting see Table of Contents Print Audit Viewer Overview Exporting Print Jobs To export search results 1 Follow the instructions in Searching for Print Jobs to get the jobs you want to export 2 Click the Tools gt Export gt Current Results menu The Choose Export Configuration window appears 3 Use the Configuration drop down box to choose the configuration you want to use for the export 4 Click the Export button to have Print Audit start exporting the data Exporting for Accounting Print Audit allows you to use custom export configurations to format data from the Print Audit database to a flat file One type of export is an accounting export This type of export is identical to a regular export except that Print Audit keeps track of which rows have previously been exported You can also run this type of export from a command prompt
53. ed print job information for a Printer across a date range The information supplied in this report includes the network user print audit user code user defined fields pages or square feet and cost The costs are totaled at the end of the printer s information Please note that this report can be extremely large if you do not use the parameters to limit the information returned You can display the information in this report only in a text based format There is no graph available Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 55 Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you
54. edit users and or change their quota information see the Users and Security Tab and the User Edit Window See Table of Contents Print Audit 4 Administration Overview Custom Fields Overview Print Audit allows you to define two types of custom fields validated and non validated Validated means that Print Audit takes the value the user enters in the field and validates Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 23 it against values you enter into the database If there is no match the user cannot print the job Non validated fields are free form entry fields You can enter your own names for the custom fields You can have one validated custom field and two non validated custom fields Print Audit simply calls the non validated fields the user defined fields To activate the Validated field functionality use the Popup Window Settings Tab To add and edit values use the Validated Values Tab and the Value Edit Window To activate the User defined fields use the Popup Window Settings Tab Paper Types Overview Print Audit allows you to define custom paper types in the database that you can then assign to printer configurations These paper types give you further pricing control when printing jobs depending on the type of media the
55. epending on the setting of Allow Cost Override In the Administration program you can override the setting with your own cost This field only appears if the Show Cost on Popup option in the Administration program is set For more on how Print Audit determines this cost see Table of Contents Print Audit 4 Administration Overview General Settings Allow User to Override Cost Batch Size This field appears if the Allow Job Batching option is checked in the Administration program Here you can enter a number that indicates how many jobs will use the settings you entered on the window Print Audit automatically cancels the batch if the print job comes from a different program or is printed to a different printer OK Button This button validates the job information and allows the print job to continue Cancel Button This button closes the popup window and cancels the print job Please note that cancelling the print job may cause error messages to popup in the program you are printing from This just indicates that the job was cancelled from an outside source You can safely close those pop ups Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 61 TECHNICAL SUPPORT AND CONTACT INFORMATION At Print Audit Inc we value input from our customers P
56. ew Tracking Options Overview Printer Configurations Overview Print Audit allows you to create and store printer configurations These configurations allow you to assign different tracking and pricing options to different printers within your organization This allows you complete control over the structuring and tracking of your organizations printing needs from one central point For example you may want to define a printing configuration for simple desktop printing to a standard laser printer and define another for printing to a high speed color laser printer copier You can assign different costs and tracking options for each of these to reflect the importance of the different types of printing Once you define the printer configuration you can setup a Print Audit Printer Print Audit Printers take care of matching a printer configuration to your physical printer Generally Print Audit uses the network port to which your printer is connected to do the matching For example you could create a Print Audit Printer and name it S Floor Laser Printer and then set the Port field of the Print Audit Printer to the physical network port of the printer which may be something like MYSERVER LASER Then whenever Print Audit detects any printing from a desktop to that port it uses the configuration you have assigned to the Print Audit Printer For more information see the Printers Tab and the Printer Edit Window To successfully match p
57. f when upgrading O Some of the client desktop settings have been re named or removed Please review the new settings closely to ensure the client behaves the way you want it to For example the Connection Saver function has been removed the client now functions in connection saver mode by default aPrint Audit 4 and Print Audit Enterprise can co exist on the same machine HOWEVER you cannot or at least should not run both versions of the client on the same machine at once a All costs are now entered in dollars and cents Print Audit Enterprise used cents only a You cannot bring your old jobs into the new database Print Audit 4 records many new pieces of information for print jobs and the old print job records from Print Audit Enterprise are simply not compatible If you still need access to those old records and have not exported them to some other application we recommend you keep the Print Audit Enterprise Viewer and the old database around a Clients in Print Audit Enterprise are equivalent to the Validated Field Values in Print Audit 4 This change was made to allow you the flexibility to name the validated field whatever you want to call it If you like you can just name the validated field Clients and everything will work the same a To bring your Print Audit Enterprise Clients into the new database simply run the export from the Print Audit Enterprise Administration utility to put them in a comma delimited file and
58. fined field Field2 Here you enter your custom name for the second user defined field Show on client This checkbox turns the user defined fields on or off To preserve data integrity any information previously entered for these fields remains in the Print Audit database along with your current names for the fields Users and Security Tab E Print Audit 4 Administration De Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Users and Security Press Fi For Help Use this tab to add users PIN codes and set their security access Check Require user to enter a PIN code on the Popup Settings tab to force users to enter a PIN code before they can print I Administration requires PIN code TF Viewer requires PIN code Admin Rights Viewer Rights EI M All Data 22 75 EI O None 45 75 v Mi Own Data This tab allows you to search for add edit and delete Print Audit 4 users If you do not need any type of security for entering print jobs or for using the different Print Audit tools you do not need to do anything on this tab For more information on Print Audit users see Table of Contents Print Audit 4 Administration Overview User Overview To Change Application Security 1 Click the Administration requires PIN code checkbox to require a PIN code to enter the Administration tool A user must have Administrator privileges to then be a
59. ft of the window 2 Click the name of the report you want to view A description of the report displays in the top right of the window and any available parameters list below 3 Enter the parameter values These values allow you to limit the information displayed in the report This becomes especially important once your Print Audit database contains thousands of records 4 Click the Show Report or the Show Graph button The report preview window appears displaying the report information Please note that you may only have the ability to click one of these buttons depending on the report 5 Click the printer button at the top of the preview window to print the report Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 49 6 Close the preview window to stop viewing the report You return to the Print Audit Reporting Tool window REPORTING PARAMETERS Every report available in the Print Audit Reporting tool allows you to enter parameters These parameters allow you to narrow the focus of your report to the information you require You can leave most parameters for a report empty This tells the Reporting tool to assume you are interested in all values There are three different types of parameters in the Print Audit Reporting tool They are date numeric
60. h physical printers and use the assigned configurations Only add those printers which need special configuration not every one Unlisted printers use the EECH configuration Name Port Direct Print Server SCB67491_P1 Shared Printer SKELLIESHP Do not track This tab allows you to add edit and delete printers You also use this tab to set the default printer configuration If you do not need to have different pricing structures or printing behaviour for different printers in your organization then you do not need to use this tab For more information on how Print Audit 4 uses printers see Table of Contents Print Audit 4 Administration Overview Printer Management Overview Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 18 To Change the Default Configuration 1 Click on the Default Configuration drop down box at the top of the tab A list of entered printer configurations appears Click here for information on Printer Configurations 2 Click the printer configuration you want to use The configuration appears in the box and Print Audit saves the change To Add Printers 1 Click the Add button The Printer Edit window appears 2 Enter the information for the new printer Click here for more information on the Printer Edit w
61. iguration name you must enclose them in quotes For example the following line runs the viewer in accounting mode using a PIN code mypincode and uses the export configuration Excel Format to format the print jobs C Program Files Print Audit 4 viewer paviewer exe a Excel Format mypincode To clear an accounting run 1 Click the Tools gt Export gt Clear Last Accounting Run menu A message box appears to confirm that you want to clear the last run 2 Click the Yes button on the message box to start clearing the run A message box appears to tell you when you are done clearing the run Validated Field Value Search Window This window allows you to search for values for the validated field Once you find the value you want you can select it so Print Audit can use it in the print job search The name of the validated field depends on settings in the Administration program Search Type the code or description of the value you want to find here The results in the grid narrow according to what you type Code Click this option for the search to be by the code of the value Description Click this option for the search to be by the description of the value Results Grid This table displays the results of the search Click on the row in the grid that you want to select Select Button Click this button to select the highlighted row and return to the main window Cancel Button Click this button to c
62. indow 3 Click the Add button on the Printer Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many printers as you want to add 5 Click the Close button on the Printer Edit window to close the window The list of printers refreshes To Edit Printers 1 Click on the row which corresponds to the printer you want to edit OR 1 Use standard Windows CTRL and SHIFT clicking procedures to select multiple values Selected rows are highlighted 2 Click the Edit button The Printer Edit window appears Some fields appear gray as you can only edit some fields for multiple printers at once If the field you want to change is grayed you must edit the value singularly 3 Make the changes you want to make Click here for more information on the Printer Edit Window 4 Click the Save button on the Printer Edit window The window closes and the changes show in the grid To Delete Printers 1 Click on the row which corresponds to the printer you want to delete OR 1 Use standard Windows CTRL and SHIFT clicking procedures to select multiple printers Selected rows are highlighted 2 Click the Delete button A message box appears to confirm that you want to delete the printers 3 Click the Yes button on the message box to delete the printers Print Audit deletes the printers Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit c
63. indow This allows you to setup different pricing plotting configurations for your plotters based on the model of the plotter Print Audit would then search for that model Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 33 name in your Print Audit Printers list and match successfully To find the model name for any plotter you set up in AutoCAD R14 go to the File gt Printer Setup menu item in AutoCAD R14 If you click on the name of the printer for which you want to see the model name it displays in the gray box at the bottom of the window AutoCAD 2000 and Later Plotting Overview Print Audit fully supports the capture of plot information from AutoCAD 2000 and later So far this includes the 2000 20001 and 2002 family of products We track plotting to any Windows system printers as well as pure HDI printer drivers Print Audit supports HDI plot tracking through the use of AutoCAD ObjectARX plug ins Print Audit automatically installs these along with the Print Audit Client if it detects compatible products on your machine These plug ins do not re define the PLOT command in any way so any custom work you have done with the PLOT command are not affected These plug ins work with the AutoCAD Batch Plot Utility as well as any custom COM programs you m
64. indow allows you to edit and add paper types Print Audit uses these paper types for the Print Audit Configurations For more information on paper types see Table of Contents Print Audit 4 Administration Overview Paper Types Overview Description This field contains the description of the paper type Examples of this might be Film or Vellum Cost Modifier This contains the cost modifier percentage for the paper type You use this to dynamically adjust the base cost of the current print job For example you could have a Vellum paper type that you want to charge double the normal printing cost for In this case you would enter 200 for the cost modifier You define the base cost for a job in the Printer Configuration Active This check determines whether or not the paper type is active If not it does not appear in any lists Default This check determines if the paper type is the default paper type used You can have only one default Previous Button Click this button to move backwards through the list of paper types you added This list of types is only valid until you close the window This button is only available while adding paper types Next Button Click this button to change or move forward through the list of paper types you added Once you hit the end of the list the window is blank and you can add Technical support can be obtained via the following Our web site http www printaudit com or E mail support printau
65. ist of matching values displays in the grid below You can click either Code or Description depending on which type of search you want 2 Click on the row that corresponds to the value you want to delete OR 2 Use standard Windows CTRL and SHIFT clicking procedures to select multiple values Selected rows are highlighted 3 Click the Delete button A message box appears to confirm that you want to delete the values 4 Click the Yes button on the message box to delete the values Print Audit deletes the values To Import Values From a List 1 Click the Import button A standard Windows open file dialog appears 2 Use the dialog to select a comma delimited file containing the values you want to import 3 Click the Open button The open dialog closes and Print Audit 4 starts importing the values Print Audit 4 displays any errors after the import completes NOTE The format of the comma delimited file must be Code Description Cost Modifier Active Please keep in mind that the code must be unique across all values To Export Values to a List 1 Click the Export button A standard Windows save dialog appears 2 Use the dialog to choose the name of the file you want to export to 3 Click the Save button on the dialog Print Audit starts exporting the values to a comma delimited file Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free
66. it Administration tool under the Printer Configurations tab Validated Value Cost Modifier This is a percentage used as a cost modifier if the user enters a validated value on the Print Audit Client Popup Window To use validated values you must check the Use Validation option under the Popup Window Settings tab in the Administration program Square Footage Print Audit calculates square footage from the paper size used for the job The final units for the job are calculated as pages copies paper width paper height Percentages If a percentage is above 100 then you are adding to the cost of the job If it is below 100 then you are subtracting from the cost of the job For example if you enter a percentage modifier of 25 then the job will cost one quarter of the final price If you enter 0 for any modifier the job will be free All percentages are cumulative This means that all cost percentages are calculated one after the other Here are some examples of how pricing works Example One Let s assume that you are charging 1 00 per page for printing You have specified a color job modifier of 200 double and the user enters a validated value that has a cost modifier of 25 one quarter In this example you are not using paper types If the job had 20 pages and was printing in color the final job cost after taking into account all of the modifiers would be 1 00 20 2 25 10 00 Technical support can be ob
67. it matches to the Windows system printer name Microstation PLT Driver Set to a Network Port You can set Microstation PLT drivers to send its output to a network port through the use of the default_outfile parameter in the plotter driver file If you do this the printer matching in Print Audit works the same as if you were printing to a Windows system Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 35 printer You can just enter this port in the Port field of the Printer Edit Window and Print Audit will successfully match Microstation PLT Driver Set to Print to File By default Microstation plotter drivers dump their output to a file To successfully match Print Audit Printers to your physical plotter you can enter the name of the Microstation Plotter driver in the Port field of the Printer Edit Window For example you could enter CAL960 PLT in the Port field of a Print Audit printer Then whenever you use Microstation and plot using that driver Print Audit searches through its list of printers and finds the correct plotter to match MICROSOFT ACCESS READ ONLY ACCOUNT For your convenience we added a read only account to our MS Access database security file This allows you to open the database using MS Access 2000 and above and read some of the ta
68. job Print jobs without a Print Audit user associated with them show up as None on the report You can display the information in this report only in a text based format There is no graph available Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month User Use this parameter to enter the full or partial name of the user whose detail information you want to view The report displays all users who match the entered text If you enter nothing all users are included in the report PRINT JOB DETAIL FOR PRINTERS This report provides detail
69. le if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month Code Use this parameter to enter the full or partial code whose detail information you want to view The report displays all codes which match the entered text If you enter nothing all codes are included What this code means depends on the name you entered in the Administrator Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 56 RETURN ON INVESTMENT COST RECOVERY REPORT This report shows the estimated costs recovered if you had charged for your printing over the specified date range The pie chart represents the total number of pages printed across the da
70. lease feel free to contact us at any time Technical support can be obtained via the following means e Our web site http www printaudit com e E mail us support printaudit com e Telephone us toll free in North America 877 41 AUDIT 28348 Outside of North America 403 685 4932 Canada For information regarding sales pricing and licensing please contact us via the following means e E mail sales printaudit com e Telephone toll free in North America 877 41 AUDIT 28348 Outside of North America 403 685 4932 Canada Any other questions or comments should be directed to e inquiry printaudit com e Our North American toll free number 877 41 AUDIT 28348 Outside of North America 403 685 4932 Canada Thank you for your purchase of Print Audit 4 Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 62
71. lotters that you have bound to the same local port and you want to have different pricing configurations for that plotter this method may not be effective Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 34 2 You can enter the plotter model name in the Port field for the printer on the Printer Edit Window This allows you to setup different pricing plotting configurations for your plotters based on the model of the plotter Print Audit would then search for that model name in your Print Audit Printers list and match successfully HDI Port Settings The AutoCAD 2000 family of products allows you three different options when setting how an HDI driver will plot You can choose from Plot to the following port Plot to File and Autospool While these settings affect what AutoCAD does with the output from the driver it has no affect on how Print Audit tracks the plot To successfully employ printer matching we recommend you first select the Plot to the following port option and choose the port you need to successfully match with Print Audit Then select one of the other plot output options if you need to This way Print Audit will match properly no matter how you direct the output AutoCAD LT Plotting Overview Print Audit supports plot tracking from the AutoC
72. n A message box appears to confirm that you want to delete the configurations 3 Click the Yes button on the message box to delete the configurations Print Audit deletes the configurations NOTE You cannot delete printer configurations that are assigned to printers Printer Configuration Edit Window File Options Help Popup Window Users and Security Project H Values Paper Types Printer Configurations Printers Applications Printer Canfiauratione Dr Wee EE cor Name Print Server d m Tracking Options Track with popup Track with no popup C Donat track r Pricing Options Unit Pages Cost 1 00 Color modifier 100 2 Max pages 10 Max error Print any jobs over 10 pages to the high volume digital copier E Paper Type Cost Moditier Use Velum O Mylar 450 O Al This window allows you to edit and add printer configurations You can then assign these configurations to specific printers For more information on how Print Audit uses printer configurations see Table of Contents Print Audit 4 Administration Overview Printer Management Overview Name This field contains the name of the configuration This name should be unique Tracking Option There are three options for tracking jobs in a printer configuration They are Show Popup The Print Audit 4 popup window appears so the user can enter information Track with no popup The j
73. n use Printer Configurations to assign different pricing and tracking options to different printers quickly and easily a Print Audit 4 lets you enter specific cost modifiers for different types of paper a With Print Audit 4 you can rename the validated field to something perfectly suited to your business a Now you can secure the Administration application so that only designated users can change Administration settings a Print Audit 4 lets you set Viewer security to allow users to view their own data no data or all data a Print Audit Ais fully flexible intelligent defaulting system allows you to setup a system as simple or as complex as your own company s printing structure OA flexible exporting system built into the Viewer allows you to setup exports in Print Audit 4 for use with almost any program a Print Audit 4 has accounting ability built into the Viewer Now you can ensure that all jobs are accounted for once and only once a Print Audit 4 has fully integrated What s This context sensitive help in all applications a Our easy to use WIZARD gets you started using Print Audit faster than ever Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 1 NOTES FOR UPGRADERS Below are a few things that you should be aware o
74. nches of the paper size used to print the job Paper Height In This column contains the height in inches of the paper size used to print the job Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 46 Pages This column contains the number of pages in the job Copies This column contains the number of copies used to print the job Note that depending on the printer driver and if Collate was used this value may be 1 even if more copies were printed In this case the number of pages is still correct Units This column contains the unit of measure used to calculate the job cost Unit Cost This column contains the cost per unit for the job Total Units This column contains the total units for the job Calculated by multiplying pages by copies Further calculations are done to convert the paper width and height to a square foot value if the unit of measure is square feet Job Cost This column contains the total cost of the job Calculated by multiplying the unit cost by the total units Print Jobs Window Use this window to print the current results For more information on printing jobs see Table of Contents Print Audit 4 User Overview Printing Print Jobs Header This field contains the header for the print job
75. nt plugins microJ pa4plug cfg BENTLYINSTALL Program Microstation config appl Database Selection The first time you run one of the Print Audit applications on a desktop the program requires you to select a database Select the database you installed during the installation This database must be in a read write directory that everyone who is going to use print audit can use Once you select a database and anytime you change the database on a desktop it is selected or changed for the entire desktop Print Audit stores the database setting in HKEY_CURRENT_USER Software Print Audit 4 0 Database How To Un Install 1 Open the computer s Control Panel Double click on Add Remove programs Locate Print Audit 4 0 in the list of installed applications Click on it to select it If selected it will be highlighted Click the Add Remove button to remove Print Audit 4 0 AS Once removed you will have to re install if you want to use Print Audit 4 Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 5 PRINT AUDIT 4 ADMINISTRATION OVERVIEW The Print Audit Administration program allows advanced configuration of Print Audit 4 For simple installations of Print Audit 4 you may not need to use the Administration utility often but you should familiarize
76. nting You would then specify that the value has a cost modifier of 0 which means every job with this value has 0 of the final job cost You define the base cost of a job in the Printer Configuration Previous Button Click this button to move backwards through the list of values you added This list of values is only valid until you close the window This button is only available while adding values Next Button Click this button to change or move forward through the list of values you have added Once you hit the end of the list the window is blank and you can add another value The list of values is only valid until you close the window This button is only available while adding values Save Add Button Click this button to save changes to the value If adding the value the button will read Add otherwise it will read Save Cancel Close Button Click this window to cancel changes to the value or to close the window and continue Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 13 Paper Types Tab s Print Audit 4 Administration File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Paper Types Press F1 For Help Use this tab to define pape
77. nting Costs Overview Print Audit calculates the final print job cost using five values Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 24 Unit Type This sets how you want to charge for the job either per page or per square foot You enter the type of tracking you want to do in the Printer Configuration You can change configurations in the Print Audit Administration tool under the Printer Configurations tab Cost Per Unit This is the base cost for the job You define this cost in the Print Audit Administration tool under the Printer Configurations tab This cost can have up to 3 decimal places Color Modifier This is a percentage used as a cost modifier if the job printed was a color job You define this percentage in the Printer Configuration You can change configurations in the Print Audit Administration tool under the Printer Configurations tab Paper Type Cost Modifier This is a percentage used as a cost modifier if the user chooses a specific paper type There are two places you can modify this percentage You can enter the default cost modifier per paper type on the Paper Types tab in the Print Audit Administration tool or you can enter a cost modifier specifically for a configuration You can change configurations in the Print Aud
78. ob is tracked with default information Note that several values will be set to unknown in the database Do not track Specifies that you are not interested in jobs being printed to this configuration Unit Use this drop down box to select the units for the job Your choices are Pages and Square Feet Print Audit calculates the square footage based on the paper size used when printing the job Max Pages This field contains the maximum number of pages per job for this configuration Depending on the Stop Job on Max Page setting in the Popup Window Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 17 Settings the job will stop printing after this many pages If you do not want to use max pages leave this field blank Max Error This box contains the error message that Print Audit displays to the user when they exceed the maximum number of pages If you leave this box blank Print Audit displays a default message The message is limited to 255 characters To put in a carriage return hold down CTRL and hit ENTER Cost This field contains the base cost per unit for the configuration Color Modifier This field allows you to enter a percentage cost modifier for color jobs If you want to charge double for color jobs for this configuration
79. om H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 19 Printer Edit Window D Print Audit 4 Administration 8 sl xj File Options Help pe DEE a cca Pr Name Jirect Print Server Fi For Help US Pott SCB67491_P1 Ss and use the x mar pt every one Configuration Unli Name Print Server zl Nar r Tracking Options Track with popup Track with no popup Do not track r Pricing Options Unit Page z Cost 00 Color modifier WRC Max pages 10 Max error Prir aver 10 to the high S h Use this window to add and edit printers You can also use this window to add new printer configurations but not edit them For more information on how Print Audit uses printers see Table of Contents Print Audit 4 Administration Overview Printer Management Overview Name This is the name of the printer You choose this name It should be meaningful for your business For example the name could include the type of printer location of the printer etc Port This field contains the port information for the printer This is generally the UNC of the printer This must be unique across printers This may also be the model name of a printer when tracking plotting from CAD programs For more information on how this field works with CAD plotting see Table of Contents Print Audit 4 Administration Overview CAD Plot Tracking Overview Port Brow
80. om your computer The information you enter can differ depending on the Print Audit Administration Popup settings Depending on which printer configuration Print Audit selects or which program prints the job etc Print Audit can track the job silently This topic deals with entering information when the window appears The fields and buttons that may appear on the Print Audit Client popup window are as follows Fel Printer This read only field contains the name of the printer used to print this job If this printer matches a printer you set up in the Administration program then this name is the name you gave that printer If there is no match this is the name of the printer as it exists within Windows Document This read only field contains the name of the document printed This name comes from the program doing the printing PIN Code This field allows you to enter a PIN code This field appears on the window if the Require User Validation option is checked in the Administration program You must enter the PIN code for a valid user in this box for the job to be printed Balance Button This button appears to the right of the PIN Code field It allows you to check any outstanding quota balance for the entered PIN code For more information on quotas and users see the Print Audit Administration help Validated Value This field allows you to enter a value that Print Audit validates against the database The name of this value
81. on the popup window in order to print the job These PIN codes correspond to the PIN codes of the Print Audit users For more information on PIN codes and users see Table of Contents Print Audit 4 Administration Overview User Overview Use Validation This setting determines whether or not a user must enter a valid value on the popup window You can name this value whatever you want in the next field Validation Name You can enter a name for the validated value in this field For backwards compatibility with previous versions of Print Audit this would be Popup You can however use whatever name is most appropriate for your business such as Project or Account Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 6 General Settings This section contains several check boxes that control general behaviour of the Print Audit Popup Allow client shutdown This setting determines whether or not the user can shut down the Print Audit Client This requires you to check Display Tray Icon as well If both are checked the user can shut down the client by double clicking on the icon with the right mouse button Display tray icon This setting determines whether or not the Print Audit icon displays in the user s system tray when P
82. or example if you estimate that it costs you ten cents per page the way users are currently printing you would enter 0 10 in this box Redirected Cost Use this parameter to enter the cost per page if the user had redirected the job to a lower cost printer For example if you estimate that it would only cost five cents per page to the lower cost printer you would enter 0 05 in this box Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 58 PRINT AUDIT 4 CLIENT OVERVIEW Print Audit Client allows you to intercept and store print job information coming from an individual s desktop Print Audit stores the information to a database where you can report on and export the information with the Print Audit Viewer Depending on settings within the Print Audit Administration tool Print Audit pops up a window on the client desktop every time a normal Windows print job occurs This window allows the user to enter several different pieces of information about the print job which Print Audit stores in the database To run Print Audit Client 1 Click on the Print Audit Client icon in the Windows Start Menu One of two things will occur Either the Client starts or the Select Database window appears 2 If the Client icon appears in the system tray you are done
83. phs to give you a quick colorful way to view the summary data This application only allows you to print and view preformatted reports For flexible viewing and exporting of your print job data use the Print Audit Viewer VIEWING AND PRINTING A REPORT OVERVIEW The Print Audit Reporting tool allows you to view and print several canned reports The tool retrieves the information from the database and displays it either as a traditional report or a graph Only some reports can display as a graph Each report allows you to enter some custom information through the use of report parameters The parameters available vary from report to report but almost always contain a From Date and To Date For more about report parameters and how they work see Reporting Parameters Prepared For The Reporting tool also allows you to specify whom the report was prepared for For example if you are a reseller preparing the report for your client XYZ Corporation you can enter XYZ Corporation into the Prepared for field at the top right of the Reporting window The name of the corporation displays at the top of any report you print Print Audit stores the last entered Prepared for value so it is available the next time you start the Print Audit Reporting tool Viewing a Report 1 Click the Start gt Print Audit 4 gt Reporter shortcut from the Windows Start Menu The Print Audit Reporting window appears with all available reports listing in a box at the le
84. ported Totals Field Use this dropdown to select the field you want to total on Only valid if Totals Only is checked Name Column This contains the name of the data column to export in this position Click on the cell to enable a dropdown combo that you can use to select a different data column You can also type free form text into this cell If you do that text appears in every row in the export Width Column Fixed Width Only In a fixed width export this cell contains the number of characters for this data column Right Justify Column Fixed Width Only If checked pads the data column on the left otherwise it pads on the right Pad Char Column Fixed Width Only In this column you can specify the pad character to use when padding the fixed width column Generally this is a space character Add Column Button Click this button to add a blank row to the export columns grid You can then click in this row to select a data column and enter the other pertinent information Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 43 Remove Column Button Click this button to remove the currently selected row from the export columns grid Move Up Button Click this button to move the selected row up in the list The orders of th
85. ported in the Viewer e Searching for Print Jobs Customizing Your View Exporting the Print Jobs Using Print Audit for Accounting Printing Print Jobs Searching for Print Jobs The first step when using the Print Audit Viewer is to search for the jobs you want You can search in several different fields as outlined below You can use any combination of the fields or use none Please note that the larger the number of jobs the slower any operation is on the data so make sure that you are only getting the data you need Please note that any search criteria in the window such as date user etc are taken into consideration for the search Click here for information on the columns Print Audit returns To search for jobs for a specific Print Audit user 1 Type the full or partial user name in the User field Depending on your security this field might be read only with your name already in it In this case you can only view your own jobs 2 Click the Results button to display any print jobs matching the user To search on the validated field 1 Type the full or partial code or description of your validated field in the box Note that the name of this field depends on your setting in the Administration application Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 6
86. r page for ten percent of your printing and ten cents per page for seventy five percent of your printing To show the cost recovery for this scenario you would enter 10 in the first percentage box 0 25 in the first cost box 75 in the second percentage box and 0 10 in the second cost box The third percentage and cost boxes you would leave at zero The resulting graph would show the costs recovered if you had charged for the print jobs in this way Cost 1 2 and 3 Use this parameter to enter the cost per page for the associated percentage See the description of the Percentage fields above for more information on how to use this parameter RETURN ON INVESTMENT REDIRECTION REPORT This report shows the estimated costs recovered if your users had printed jobs over a certain number of pages to lower cost devices This report displays a bar chart with three bars each one representing a different job size and costs savings For more information see the Available Parameters section below You can display this report as a graph only There is no text based report available Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs
87. r types your users can select from on the Popup window Examples of paper types could be Mylar or Vellum Assign them to Printer Configurations on that tab Cost Modifier Is Active 200 450 350 Move Up Move Down Add Edit This tab allows you to add edit and delete paper types from the database If you do not want to charge different prices for different types of paper you do not need to use this tab For more information on how Print Audit uses Paper Types see Table of Contents Print Audit 4 Administration Overview Paper Types Overview To Add Paper Types 1 Click the Add button The Paper Type Edit window appears 2 Enter the information for the new paper type Click here for more information on the Paper Type Edit window 3 Click the Add button on the Paper Type Edit window Print Audit saves the information and clears the window 4 Repeat steps 2 and 3 for as many paper types as you want to add 5 Click the Close button on the Paper Type Edit window to close the window The list of paper types refreshes To Edit Paper Types 1 Click on the row that corresponds to the paper type you want to edit 2 Click the Edit button The Paper Type Edit window appears 3 Make the changes you want to make Click here for more information on the Paper Type Edit Window 4 Click the Save button on the Paper Type Edit window The window closes and the changes show in the grid To Delete Paper Types 1 Click on the row
88. rack with popup When printing from this application the Popup window will appear Track with no popup Print Audit tracks the job but no popup window appears Do not track job Print Audit ignores any jobs from this app Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 22 Previous Button Click this button to move backwards through the list of applications you have added This list of applications is only valid until you close the window This button is only available while adding applications Next Button Click this button to change to move forward through the list of applications you added Once you hit the end of the list the window is blank and you can add another application The list of applications is only valid until you close the window This button is only available while adding applications Save Add Button Click this button to save changes to the application If adding the application the button will read Add otherwise it will read Save Cancel Close Button Click this window to cancel changes to the application or to close the window and continue User Overview Users in Print Audit serve three important functions job validation application security and quotas A description of each of these follows User Sec
89. rint Audit runs You can use this icon to shut down Print Audit and as a visual check to ensure it is running Show unit cost This setting determines whether or not the cost per unit of the current print job displays on the popup Allow user to override cost This setting determines whether or not users can enter their own cost per unit for the current print job This setting requires you to check Show unit cost Stop job on max page This setting determines whether or not Print Audit 4 stops the print job if it exceeds a maximum page value If not Print Audit still displays a max page message to the user For more information on maximum page limits see Table of Contents Print Audit 4 Administration Overview Printer Management Overview Use last job entries This setting determines whether or not Print Audit 4 automatically populates values on the popup with the values used for the last job The only affected fields on the popup are the validated value field and the two user defined fields as the others can change depending on the printer Track print to file This setting determines whether or not Print Audit 4 tracks jobs when the user prints to file from an application If checked Print Audit treats these types of jobs as if they were printed to the printer If cleared Print Audit ignores these types of jobs Batch Settings This section covers the batching functionality of the Print Audit Client With batching the
90. rinters when tracking plotting from some CAD programs you can also enter other values in the Port field For more information see Table of Contents Print Audit 4 Administration Overview CAD Plot Tracking Overview Print Audit also supports a default configuration You set up this configuration with your default costs and tracking options and set it as the default configuration on the Printers Tab Then any printer which does not specifically have a printer configuration assigned to it uses the defaults For example you may have over a hundred printers in your organization that you simply want to charge 25 cents per page for and one high end color laser printer copier for which you want to charge 1 00 per page To set up all of these printers all you need to do Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 28 is create one configuration for your everyday printing and set it as the default configuration Then create a configuration containing your costs for the high end color laser printer and add a printer to Print Audit that uses that configuration and matches to the network port of the printer To add and edit printer configurations use the Printer Configurations Tab and the Printer Configuration Edit Window To assign configuration
91. ron ron EA A narrar rra oas ipt 32 AutoCAD R14 Plotting OvervieW sssssesessseseesseesesstesesressterssstestestessesstssestsstssessessssseesse 33 Plotter Matching When Using ATI 33 ADI Driver Bound to a Network Pont 33 ADI Driver Bound to a Local Port 33 AutoCAD 2000 and Later Plotting Overview oooonooonoconocononnnonnnnnn nono non noc nono noc na cano rannnnananars 34 Plotter Matching When Using HI 34 HDI Driver Bound to a Network Port 34 HDI Driver Bound to a Local Port 34 HIDE Uer gen 35 AutoCAD LT Plotting Overview nono nono a e a ia 35 Microstation J Plottin Gi iia dada 35 Microsoft Access Read Only Account 36 PRINT AUDIT 4 VIEWER OVERVIEW u cccssccsssssscccsssssccssssssccessscccssssscssssssssssssssscscsssessees 37 Searching for Print Jobs 37 Printing Print JODS EE 38 Exporting Print JODS ici venes pass Seda E 39 CUStOMIZINE OECD 39 Setting Up the Vi Word ansiada EEN Ee 39 Saving Changing and Deleting Views cccccesccssscessceescesseeeseeeseeeaeecsaecsaecaaeceseenaeeeeeneeeseeeeaes 40 Custom Exports DVI Winnie edd 41 Export Configurations Wmdow 41 Options E EE 42 Columns VAD eege beten de afetten 43 Exporting Search Results cool did bi dere SEENEN Eeer EE 44 Exporting for Accounting eege EEGENEN EES ee ER 44 Validated Field Value Search Wind nono nono nconcnon nono nono nono nacanacns 45 Print OD CO A ii a 45 Print Jobs WII Wisin aii 47 DateFormat dd E 47 PRINT AUDIT 4 REPORTER OVE
92. s field contains the character you want to use to delimit the fields Some common values are commas pipe characters and tab character To use the tab character you must enter the text lt TAB gt without the quotation marks This is the only special value Print Audit interprets every other value exactly Add on Row Start Delimited Only If checked this tells Print Audit to add a field delimiter at the start of a row For example if you use a comma as a delimiter a row containing two values would look like this 1 2 Add on Row End Delimited Only If checked this tells Print Audit to add a field delimiter at the end of a row For example if you use a comma as a delimiter a row containing two values could look like this 1 2 Enclose Strings in Quotes Delimited Only If checked this tells Print Audit to put all strings in quotation marks This is particularly important if you are using a comma as a delimiter but some of the text fields have commas as well That would cause the program you are using to import to behave incorrectly Output Column Name Row Delimited Only If checked the first row that Print Audit exports is a row of names for all of the columns you are exporting Row Delimiter Type Use this dropdown box to select the end of row delimiter The most common type of row delimiter is a combination of a Carriage Return character and Technical support can be obtained via the following Our web site http
93. s to printers use the Printers Tab and the Printer Edit Window Tracking Options Overview Print Audit tracking options allow you to fully customize Print Audit it will track jobs within your organization the way you want it to You can assign these options to Printer Configurations and Applications Tracking options assigned to applications override options assigned to Printer Configurations For example if you set up Print Audit to Track with no Popup for a printer called Laser Printer but set up Print Audit to Track with Popup for all printing from Microsoft Word when the user prints to Laser Printer from Microsoft Word the popup will appear The Track with no popup option can cause some confusion when viewing the data in the Viewer You will notice that several fields have Unknown as their value That is because Print Audit gets those values from the Print Audit Client Popup window So even if you turn on the Require user to enter a PIN code option on the Popup Window Settings tab the user will read Unknown if the job was tracked with no popup Print Audit supports three different tracking options Track with popup When printing the Popup window will appear Track with no popup Print Audit tracks the job but no popup window appears Do not track job Print Audit allows the job to go through with no tracking taking place Purging Print Jobs Print Audit allows you to delete print jobs from the database You sho
94. scscscccscccscccscccscscscccccscccccccscscccscscccccccccccccees 59 Entering Print Job Informations nono E ES 60 TECHNICAL SUPPORT AND CONTACT INFORMATION csccsssssssssscssecssessssenesenssreee 62 WELCOME TO PRINT AUDIT 4 The latest software from Print Audit offers tons of new features and improvements on many of the standard ones We took into account all the feedback we received since the release of Print Audit Enterprise and with Print Audit 4 we have created the best print tracking and management solution on the market WHAT S NEW IN PRINT AUDIT 4 Print Audit 4 is our most comprehensive application to date You will find a list of some of the major features added to Print Audit 4 Please read the help for the Client Viewer and Administration application to get full details on all of the new features NEW FEATURES a Print Audit 4 allows users to cancel print jobs a Using Print Audit 4 you can set printers to track cost in one of two units pages or square feet a Print Audit now tracks paper size automatically a Print Audit 4 can tell whether a job was printed in color or in black and white a With Print Audit 4 you can require a user to enter a unique PIN code before printing a job a User quotas allow you to assign users a dollar value Print Audit 4 will keep a running balance of a user s account when it reaches zero printing will be denied aPrint Audit 4 s centralized printer management means you ca
95. se Button Click this button to open a network browsing dialog so you can search for the printer you want to add Please note that depending on how you hooked the printer to the network it may not show up in the window In this case you can enter the port information directly into the Port field To find the port name use the Windows Printer properties Configuration Name This dropdown box contains the name of the configuration you want to use for this printer You can select from any configuration you have previously created or you can select the lt New Configuration gt option that allows you to enter a new configuration Configuration Fields The rest of the fields defining the configuration are the same as the fields on the Printer Configuration Edit window You cannot change these fields if you chose a previously defined configuration in the Configuration Name field Previous Button Click this button to move backwards through the list of printers you have added This list of configurations is only valid until you close the window This button is only available while adding printers Next Button Click this button to change to move forward through the list of printers you have added Once you hit the end of the list the window is blank and you can add another printer The list of printers is only valid until you close the window This button is only available while adding printers Technical support can be obtained via the following
96. se the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 51 to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month PRINT AUDIT USER ANALYSIS REPORT This report provides the total number of jobs and pages Print Audit users printed across a date range You can use this report to determine who the most frequent printers in your organization are which allows you to either have them reduce the amount of printing they are doing or educate them to use lower cost print devices This report is similar to the Network User Analysis report the only difference being that this report breaks down the information using the Print Audit user rather th
97. se the compact database program To compact the database from the command line 1 Ensure that no one is running the Print Audit Administration or Viewer programs these lock the database If it is locked you cannot compact The Print Audit Client only locks the database if writing a print job so you should not need to shutdown every client 2 Start an MS DOS session 3 Type the full path to the compact utility followed by a space c another space and the full path to the database you want to compact If you do not include the path to the database then Print Audit compacts the currently setup database 4 Press the Enter key Print Audit compacts the database For example if you could type the following X corresponds to the drive where you placed the database c program files print audit 4 admin pacompact exe c X printaudit mdb Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 30 You can use this method of compacting within a batch file which you can schedule to run periodically Silent Installation Print Audit allows you to set up the installation for a silent install This allows you to run the install in a login script or through some other automated means with no user interaction necessary To silently install Print Audit
98. ss Fi For Help Use this tab to add users PIN codes and set their security access Check Require user to enter a PIN code on the Popup Settings tab to force users to enter a PIN code before they can print CH DEEN 1 xlfon reais PN cose PIN code e M Active luires PIN code Name Mojo tt Viewer Rights j All Data Quota Settings mM Own Data ms E Use quotas Quota amount 20 75 Noni Security Settings TF Administrator Viewer Rights None X Gay Close This window allows you to add or edit Print Audit 4 users A description of each of the fields follows For more information on Print Audit users see Table of Contents Print Audit 4 Administration Overview User Overview PIN code This field contains the PIN code of the user These codes are deliberately obscured when loaded as an extra security measure You must enter a unique PIN code for each user Name This field contains the name of the user This name displays in all reporting and displays so ensure it is meaningful You must enter a name for each user User quotas Check this box to turn on quotas for this user For more information on quotas see Table of Contents Print Audit 4 Administration Overview User Overview Quota amount This field contains the amount remaining in the quota If zero or less than zero the user can no longer print This value can be less than zero in some cases when a quota is e
99. st the list of values you enter into the database If there is a match the user can continue If no match is found the user is not allowed to continue printing You enter values the user can be validated against either in the Print Audit Wizard or on the Validated Values tab in the Administration tool You can enter as many values as you like the only restriction is that the code field for each value be unique within the database You can also specify a cost modifier for a validated value which Print Audit then uses in calculating the cost of printing a job For more information on costs see Printing Costs To name the validated field something that makes sense for your business use the Popup Window Settings tab in the Administration tool or the Validated Values section of the Print Audit Wizard User Security Overview Print Audit supports user validation of jobs This allows you to define users in the Print Audit database and assign them PIN codes If you are not concerned about securing printing on a user by user basis you do not need to use user validation If you turn on the Require user to enter a PIN code option the user must enter a valid PIN code on the Print Audit Client Print Audit checks to ensure the PIN code is correct and stores the user who printed the job in the database If the user does not have a valid PIN code their only option is to cancel the print job You can enter users in the Print Audit Wizard or on the Users
100. tained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 25 Example Two In this example let s assume you are charging 5 00 per page for printing You have a paper type called Scrap that has a cost modifier of 25 The user enters a validated value that has a cost modifier of 75 The job was printed in black and white so no need to worry about any color modifier If the job had 10 pages the final job cost would be 5 00 10 25 75 9 375 Be careful because at first look you might assume that with a cost modifier of 25 and then one of 75 the job cost would be zero That is incorrect simply because the modifiers are cumulative each one acts on the previous value not the original job cost Validated Values Overview Print Audit supports a feature called Validated Values This feature is similar to the Clients feature provided in Print Audit Enterprise The main difference is that you can now name this validated value whatever makes the most sense for your business You may choose to name it Client Project or Account for example If you turn on the Use Validation option on the Popup Window Settings tab the user must enter a correct value on the Print Audit Client Popup to validate a print job Print Audit checks the value they enter on the popup again
101. te 1 Click on the From Date drop down box A miniature calendar appears below the box 2 Use the calendar to choose the starting date for which you want to search 3 Click on the To Date drop down box A miniature calendar appears below the box 4 Use the calendar to choose the ending date for which you want to search 5 Click the Results button to display print jobs matching the selected date range Printing Print Jobs Once you search for print jobs you can print the results to any printer The information you print appears exactly as it does in the results grid For example if you expand all of the details out when you print all of the details are expanded To print job information 1 Follow the instructions in Searching for Print Jobs to get the search criteria you want 2 If you have not already click the Results button The results of your search appear in the grid on the window 3 Click File gt Print Results The Select Columns window appears Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 38 4 Click to the left of the column names to select deselect the columns you want to print If checked the column is printed 5 Enter any header you want to appear on the report in the Header box Print Audit places this text at the top of every p
102. te range and each slice represents pages charged at a certain price For more information see the Available Parameters section below You can display this report as a graph only There is no text based report available Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of February 28 2001 then the report will include any jobs printed from the entered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month Percentage 1 2 and 3 Use this parameter to enter the percentage of the total pages for which you want to charge the associated cost You can enter up to three different percentage cost pairs For example you could determine that you would have charged twenty five cents pe
103. ter Analysis This shows the total jobs and pages printed across a date range broken down by printer a Printer Totals by Network User This shows the total jobs and pages printed to each printer by network users O Printer Totals by Print Audit User This shows the total jobs and pages printed to each printer by Print Audit users Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 50 Detail Reports These reports provide a detailed list of every job a user printed or was printed to a printer The information includes the job cost as well as a final total a Print Job Detail for Network User This shows a detailed accounting of print jobs printed across a date range by network users a Print Job Detail for Print Audit User This shows a detailed accounting of print jobs printed across a date range by Print Audit users a Print Job Detail for Printers This shows a detailed accounting of print jobs printed to printers across a date range a Print Job Detail for Validated Field This shows a detailed accounting of print jobs charged to a specific validated field value across a date range ROI Reports These reports provide return on investment information based on actual page totals within your database and estimated costs
104. tered From date up to and including jobs printed on February 28 2001 This parameter defaults to the end of the current month PRINTER TOTALS BY NETWORK USER This report provides the total number of jobs and pages printed to your printers across a date range broken down by network user You can use this report to determine which printers a network user uses for most of their printing This report is similar to the Printer Totals by Print Audit User report the only difference being that this report breaks down the information using the Windows Networking login name rather than Print Audit s own internal user names You can display the information in this report in a text based report format only as there is no graph Available Parameters From date Use this parameter to enter the starting date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use the calendar to enter a date of January 01 2001 then the report will include any jobs printed from January 01 2001 to the entered To date This parameter defaults to the start of the current month To date Use this parameter to enter the ending date for information you want included in the report Click the drop down arrow to the right of this parameter to open a small calendar You can use this calendar to enter the date For example if you use th
105. the next time someone goes to use the Administration tool they must supply a PIN code The user for that PIN code must have Administrator rights To turn on security for the Viewer tool check the Viewer requires PIN code option on the Users and Security tab of the Administration tool Once checked the next time someone uses the Viewer tool they must supply a PIN code A user can have three different levels of viewer access None Own Data or All Data If None they cannot enter the viewer If Own Data they can enter the viewer tool but they can only see their own print jobs If All Data then they can view all users print jobs Quotas Overview Print Audit allows you to specify a dollar value that acts as a quota for a user Every time a user prints a job Print Audit subtracts the cost from their quota Once the quota reaches zero that user can no longer print To use quotas you must turn on the Require user to enter a PIN code option on the Popup Window Settings tab of the Administration tool You can then add users on the Users and Security Tab turn on the quotas and enter quota amounts for the users Application Tracking Overview Print Audit allows you to specify different tracking options for different applications To add edit applications and set their tracking options use the Applications tab You can also use this to resolve some double pop issues For example some specialized printer drivers add post processing procedures like w
106. then use the Validated Values Import in the Print Audit 4 Administration utility to bring them into the new one a There is no dump to cumulative file option any more To get a flat file for accounting purposes use the Accounting Export in the Viewer aThe Data Dump utility and the Account Dump utility which were separate programs in Print Audit Enterprise have had their functionality incorporated into the Print Audit 4 Viewer aThe Maintain Database utility distributed with Print Audit Enterprise does not exist in Print Audit 4 Instead if you need to compact the database use the Microsoft Jet Compact utility we included with the install Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 2 PRINT AUDIT 4 INSTALLATION INSTRUCTIONS How To Install 1 Close all open applications 2 Insert the Print Audit CD into your CD ROM drive 3 The Print Audit 4 installation program should start automatically If it does not proceed to step 4 4 Select Run from the windows Start menu 5 Type x setup exe in the Run window where x equals the CD ROM drive letter 6 Click the OK button on the Run window The set up should now start At some point in the installation process the set up program might indicate you need to restart the computer
107. this box blank Print Audit displays a default message The message is limited to 255 characters To put in a carriage return hold down CTRL and hit ENTER Compacting the Database Print Audit uses a Microsoft Access 2000 database to store data Due to the nature of Microsoft Access 2000 you should compact this database periodically This reduces overall database size and prevents problems from occurring in the future We recommend compacting the database at least once a month To compact the database normally 1 Ensure that no one is running the Print Audit Administration or Viewer programs these lock the database If it is locked you cannot compact The Print Audit Client only locks the database if writing a print job so you should not need to shutdown every client 2 Click Start gt Programs gt Print Audit 4 gt Compact Database from the Windows Start Menu The Compact Database window appears Please note that Print Audit installs this component only if you installed the Print Audit Administration component 3 Click the Open Database button to open a dialog that allows you to select the Print Audit database you want to compact The Compact Database program defaults to the current database setup on the computer Only select a different one if you need to 4 Click the Compact button The compact utility compacts your database A message box appears letting you know when Print Audit finishes compacting the database 5 Click Close to clo
108. uld do this periodically when you no longer need old data This is especially critical because having a large number of jobs in the database can decrease the overall performance of Print Audit Once you delete these jobs they are gone for good so we recommend that you make absolutely sure that you no longer need the data We also recommend that after you purge a large number of print jobs from an Access database that you use the Print Audit Compact Database utility To purge print jobs 1 Click the Options gt Purge Job Records menu item The Purge Jobs window appears 2 Select the From Date using the drop down calendar 3 Select the To Date using the drop down calendar Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 29 4 Click the Purge button A message box appears asking you to confirm that you want to delete the jobs 5 Click the Yes button on the message box The message box closes and Print Audit deletes all print jobs printed between the From Date and the To Date After Print Audit finishes deleting the jobs a message box appears telling you the operation is complete 6 Click the OK button on the message box This box contains the error message that Print Audit displays to the user when they exceed the maximum number of pages If you leave
109. ur View above To total the information on a specific column 1 Follow the instructions in Searching for Print Jobs to get the jobs you want 2 Ensure that you check the Calculate totals checkbox 3 Right click on the column header for the column you want to total on A popup menu appears 4 Click on the Total on Column menu The column moves to the left and the data sorts and totals on that column 5 You can use the Expand Collapse buttons and the plus minus signs at the left of the columns to view or hide the detail rows for the totals NOTE You can only total on the columns with highlighted headers To change the position of a column 1 Click and hold the left mouse button on the header of the column you want to move The header changes to look pressed 2 Move the mouse in the direction you want to move the column An outline appears in the new column position Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 39 3 Release the mouse button once it is in the position you want The column moves to the new position To hide a column 1 Right click on the column header for the column you want to hide A popup menu appears 2 Click on the Hide Column menu The column disappears To show hidden columns 1 Click the View gt Reset View
110. urity You can require your users to enter a PIN code before a job will be printed This type of security is ideal for educational institutions real estate offices or other businesses with multiple users printing from one computer who need to ensure that only authorized printing occurs To activate user level job validation use the Popup Window Settings Tab To add and edit users use the Users and Security Tab See Table of Contents Print Audit 4 Administration Overview Application Security Print Audit now allows you to secure access to the Viewer and Administration applications on a user basis This allows you to give administration privileges to users you want The Viewer security allows you to give a user the ability to view their own data no data or all data present in the system To add and edit users as well as activate the application security see the Users and Security Tab and the User Edit window See Table of Contents Print Audit 4 Administration Overview User Quotas You can now assign a quota to a user This functionality is ideal in a pay to print situation when someone has purchased an amount of printing or when you just want to control the amount of printing a user is doing You can assign each user a quota Then every time that user prints a job Print Audit subtracts the cost of the job from their quota Once they hit zero they can no longer print Job validation must also be enabled for this to work To add and
111. user can enter the number of jobs in the batch on the Print Audit popup window Print Audit 4 then automatically reuses those settings without popping the window up again This can be useful in situations where a program breaks its printing into several Windows print jobs Print Audit automatically cancels a batch if the print job comes from a different application or gets printed to a different printer Allow job batching This setting determines whether or not batching is turned on in the Print Audit client Max batch size This setting puts a limit on the number of jobs a user can include in a batch Batch duration This setting determines how long a batch can idle Basically if the specified number of minutes passes between jobs in a batch Print Audit automatically cancels the batch Technical support can be obtained via the following H Our web site http www printaudit com or E mail support printaudit com H Telephone toll free in North America 877 41 AUDIT 28348 or outside of North America 403 685 4932 Canada Page 7 User Defined Fields This section contains the settings for the user defined fields You can have two free form entry fields appear on the popup You can name these fields whatever makes sense for your business These fields are not validated Changing the names for the fields also changes the names of the columns returned in the Print Audit Viewer Field1 Here you enter your custom name for the first user de
112. user is using for the job For example you may want to have different pricing for printing on regular bond paper then you would if they were printing to vellum or transparent film To add and edit paper types use the Paper Types Tab and the Paper Type Edit Window Licensing Overview Print Audit enforces licensing through the use of a license key You obtain this license key from Print Audit when you purchase the product It is unlawful to distribute this license key to anyone not covered specifically in the license agreement It is also unlawful to circumvent the licensing in any way When you first download and install Print Audit with a new database it defaults to a standard 15 day five user license Once your 15 days are up or when you want to purchase more users contact Print Audit Print Audit does allow you to specify how Print Audit will behave in case of a license violation This allows you to carry on with your business until you purchase more licenses or otherwise resolve the conflict To add change the license key 1 Click the Options gt Change Licensing menu option in the Administration program The Licensing window appears 2 Enter the license key in the License field 3 Click the Do not track job option to have Print Audit allow the job to go through but not track the data in case of a license violation OR 3 Click the Stop job from printing option to stop the job from printing in case of a license violation Pri
113. uter This column contains the windows network computer name of the user who printed the job Process This column contains the name of the program that printed the job Printer This column contains the printer name or description of the printer the job was printed to This corresponds either to the desktop name of the printer or the name of a Print Audit Printer if a match was found Port This column contains the port the printer was connected to Paper Type This column contains the paper type the user chose when printing the job This column contains unknown if you do not use paper types or if the job was tracked without a popup Color This column identifies a color print job Document This column contains the name of the document that was printed User Defined One This column contains the user entered value for the first non validated user field This column contains unknown if you are not using the user defined field or if the job was tracked without a popup User Defined Two This column contains the user entered value for the second non validated user field This column contains unknown if you are not using the user defined field or if the job was tracked without a popup Date Printed This column contains the date the job was printed Paper Size This column contains the name of the paper size used to print the job Paper Width In This column contains the width in i
114. xceeded while printing multiple copies Administrator Check this box to allow this user to use the Administration utility This setting is effective only if the Administration requires PIN code box on the Users and Security Tab is checked Viewer Rights Click on this combo box to select the Viewer security for this user This setting is effective only if the Viewer requires PIN code box on the Users and Security Tab is checked The three possible values are None The user cannot use the Viewer Own Data The user can use the viewer but can only see their own data All Data The user can use the viewer and has access to all users data Previous Button Click this button to move backwards through the list of users you added This list of users is only valid until you close the window This button is only available while adding users Next Button Click this button to change or move forward through the list of users you added Once you hit the end of the list the window is blank and you can add another user The list of users is only valid until you close the window This button is only available while adding users Save Add Button Click this button to save changes to the user If adding the user the button will read Add otherwise it will read Save Technical support can be obtained via the following Our web site http www printaudit com or E mail support printaudit com Telephone toll free in North America 877
115. yourself with all aspects of the program Popup Window Settings Tab f Print Audit 4 Administration Big ks File Options Help Popup Window Users and Security Project Values Paper Types Printer Configurations Printers Applications Popup Window Settings Press Fi For Help Use this tab to configure how the Print Audit popup window looks when a user prints Validation Settings I Use validation Validation name Project General Settings I Allow client shutdown IV Display tray icon I Show unit cost Te Aiow asento oyenide cost Y Stop job on max page JM Use last job entries Track print to file User defined Fields Field1 Comments I Show on popup Field2 T Show on popup Batch Settings t I Allow job batching Max batch size 100 Batch duration 10 minutes This tab allows you to configure how the Print Audit 4 Client behaves on the user s desktop Changes you make here may not take affect until the user reboots their machine or restarts Print Audit These changes affect all users connected to the database The tab is divided into four main sections Validation Settings This section determines how Print Audit 4 will force validation on the popup If a user does not enter valid information the job cannot continue There are three ways for a user to validate a job Require user to enter a PIN code This setting determines whether or not a user must enter a PIN code

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